Meeting Minutes

Valley RC Flyers

Board Meeting Minutes

Organization: Valley RC Flyers Club Board Meeting
Location: Deaner’s Diner
Date: (February 28th meeting)
Time: 8:00 am
Recorder: Ron Landman

1. Attendance

Present: Scot G, Dean H, Ron L, Ryan Johnson, Ryan Jordet, Andrew O, Kevin M, Landon, Nickolas M

Absent:
Joe H, Dean G

2. Treasurer’s Report

• Savings: $REDACTED
• Zeffy $REDACTED
• Total referenced balance: $REDACTED
• AMA charter renewal completed by Joe and Ron
• Indoor facility rental confirmed and paid to Fargo Park District

3. Indoor Fun Fly (Two Weeks Away)

Event Details

• Rental time: 10:00 AM – 6:00 PM
• Event time: 11:00 AM – 5:30 PM
• Concessions confirmed
• Tables, chairs, and signage handled
• No simulator this year
• Business cards may be distributed (Tyler to confirm availability)

Insurance

• Need to confirm if a letter of coverage is required by the Parks Board
• Ron to verify with Joe

4. Prize Budget & Purchases

Indoor Event Budget

• Additional $500 prize budget approved

Big Sky Hobby Partnership

Jeremy at Big Sky Hobby offering 10% discount.

Proposed UMX aircraft options:

• UMX Eratix (~$139)
• UMX Ultrastick (~$109.99)
• UMX Altrix (~$90 + $18 for lights)

Discussion Result:

• Likely purchase: Eratix + Altrix (with lights)
• Consider including batteries instead of purchasing three aircraft
• Estimated total including shipping: ~$400

Dean to contact Jeremy and finalize.

Additional Sponsorship Outreach

• Twisted Hobby (pending response)
• Flex Innovations (Mason coordinating via Eric Bittman)
• Possible donation: Profile Edge 40–20
• Dean (Total Hobby RC) may donate truck and planes for raffle/demo

5. Contest Planning (Indoor)

Contests discussed:

• Carrier Landing
• Pylon Race
• Limbo
• Combat
• Musical Chairs
• Obstacle Course (limited due to gate transport issue)

Decision:

• List all contests as possibilities
• Adjust based on participation and interest
• Obstacle course may be dropped due to logistics
• Proposal: Award raffle tickets instead of physical prizes
• Suggested: 5 tickets per contest winner
• Approved approach: Combination of recognition + raffle tickets

Prizes

• Main prize (Avanti Jet 80mm) via raffle board (numbered 1–50, spun electronically)
• Remainder of prizes by raffle tickets stuffed in boxes

6. Printed Materials

• Update sponsor list
• Include QR code for digital access to event flyer
• Print limited physical copies

Ryan to finalize document with Joe.

7. Runway Replacement

• Levi Heller (civil engineer) consulted
• Current material choice deemed best option
• Slight potential savings through contractor but not worth logistical complexity
• 50 ft lengthening plan discussed (50 ft to the north, preferred for only a single transistion)
• Plan to:
• Mark area
• Apply weed killer
• Avoid disturbing soil excessively
• Fill low spots with sand
• Purchase previously approved; Dean to confirm order status

8. Field Improvements & Equipment

Safety Barriers

• Some aging and storm-damaged
• Consider:
• Adjustable or fold-flat design
• Permanent stations
• Possibly only deploy during events

Bleachers

• Interest expressed in small (2–3 tier) bleachers for events
• Monitor for donation or discounted options
• Potential $1,000 estimate

Taxiways

• Proposal: Add 2–3 taxi strips (25 ft each)
• Would:
• Improve safety
• Reduce interference with runway operations
• To be evaluated during runway upgrade

9. Fence & Spring Cleanup

• Minor fence repair needed (clips and straightening sections)
• Spring cleanup to be scheduled before first fun fly

10. Shelter Improvements

• Ceiling installation remains incomplete
• Materials already on site
• Plan for small volunteer workday in spring

Pest Issues

• Asian beetles were severe last year
• Essential oil deterrents suggested
• Monitor for recurrence

11. Restroom Discussion

• Current portable toilet aging
• Consider:
• Seasonal rental instead of ownership
• Additional unit for large events
• Permanent septic deemed unfeasible due to flooding and environmental regulations

12. Electrical Improvements (Long-Term)

• Consider trenching conduit for:
• Fence lighting
• Night flying light towers
• No immediate action taken

13. RV Camping

• High camper turnout at last event
• No plans to provide electrical hookups
• Space currently adequate but nearing practical capacity

14. Concessions

• Major electrical issue at last event due to lightning damage
• Emergency repair performed morning of event
• Discussion of outsourcing food to Scout troops or youth organizations
• Would reduce volunteer workload
• Ron to investigate options

15. Equipment & Financial Planning

• Lawn equipment functioning well
• Recommendation:
• Build larger savings reserve for emergency mower replacement ($5k–$10k potential)
• Consider gradually transferring funds to savings

16. Future Prize Planning ($750 Budget Approved)

• Rusty Thumbs event
• Annual Fun Fly event
• Consider:
• Aircraft
• Tools
• Chargers
• Battery accessories
• Monitor vendor sales for best opportunities

17. Additional Business

• Detroit Lakes donation approved: $100
• Nitro fuel discussion (limited current interest)
• No bulk fuel order planned at this time

18. Adjournment

Meeting adjourned following completion of discussion.